Step-by-Step Instructions

PO-1 (Input or Correction of Purchase Order)


1. (Purchase Order Number) Press shift 3 (#) for a purchase order number.
2. (Purchase Order Date) Input a "T" for today's date, or input the purchase order date (MM-DD-YY).
3. (Expiration Date) Input the date that this purchase order will expire, if applicable. Leave this field blank if not applicable.
4. (Vendor Number) Input the vendor number. To search for the vendor number, input "?" followed by the first characters of the vendor's name. For example: If the vendor name is "Express, Inc.", type "?EXP" and the system will display those vendors that begin with "EXP". Or input "??" to access the search methods. If this is a new vendor, press shift 3 (#) for a sequential number. Input "Y" for yes to input a new vendor, and the system will take you to the vendor input screen. Input the required information, and file (/F) the vendor. Press the Escape key (Esc) followed by a Return to return to the P.O. screen.
5. (Quote) Input the quote number associated with the product being purchased. For example: If you are purchasing product to fill a particular quote to a customer, enter the quote number. To search for a quote by customer, enter "?" followed by the first characters of the customer's name, i.e., ?Express or input "??" for a list of search methods.
6. (Vendor's Name) Display Only. The system displays the vendor name (and fields 7- 10 and 16) when the vendor number is input in field 4.
7. (Street Address) Display Only.
8. (City) Display Only.
9. (State) Display Only.
10. (Zip Code) Display Only.
11. (Ship to Name) Input the code for the company name that the purchased goods will be shipped to. Input "??" to display all of your company name codes. If the ship to name does not exist, input Shift 3 (#) or enter an alpha-numeric code. Input the required ship to information, file the code (/F), and press the Escape key followed by a Return to go back to the purchase order screen.
12. (Ship to Street) Display Only. The system displays the ship to street (and fields 13-15) when the code is input in field 11.
13. (Ship to City) Display Only.
14. (Ship to State) Display Only.
15. (Ship to Zip Code) Display Only.
16. (Terms) The system displays the credit terms for this vendor. You can change these terms, if applicable. Input "??" to display all credit terms and descriptions. Input the appropriate code. These terms will apply to this purchase order only.
17. (We Pay Freight Y/N) Input "Y" for yes and your company will pay the freight. Input "N" for no and the vendor will pay the freight.
18. (Order Taken By) Input the name of the person with whom you placed the order.
19. (Ship Via) Input the ship via code. Input "??" to display all ship via codes. If the code does not exist, input a new code identifier, i.e., AM for Air Mail. Then enter the description, file the new code (/F), and press the Escape key ([) followed by a Return to go back to the PO screen.
20. (Message) This is an optional field. Input a brief message concerning this purchase order (up to 26 characters). If you have a longer message, input "/C" to go to the Comment Input screen. After completing the comment, press the Escape key followed by a Return, and the system will take you back to the P.O. screen.
21. (Taxable Or Resale (T or R)) Input "T" if this purchase is taxable or "R" if it is for resale. If you selected Inventory as the type of purchase order, the system will insert an "R" into this field. If you selected General & Administrative or Asset as the purchase type and the vendor is charging you tax, the system will insert "T" into this field. If tax does not apply, input "R" for resale.
22. (Line Number) This field distinguishes the line number. The arrow (-->) next to the line number indicates your line position. To go to a different line, input the line number you desire. You must be in field 22. The arrow will then go to the line number you entered.
23.

(Item Number) Input the inventory item number. To search for an existing inventory number, you can utilize the "??" help command at this field in order to access the system's search methods, or you can utilize one of the "?" commands (?Ix, ?Dx, and ?lx) which have the same capabilities. Some of these search methods include: searching by ID (item number), description and one-word description. Upon locating the item, you can Return to the P.O. screen, and the system will insert the number into this field.

If this item is not on file, input a new number. The system win prompt you to enter "Y" to create a new item. Enter the required information, file the item (/F), and press the Escape key ([) followed by a Return to go back to the PO screen.

24. (Description) Display Only. The item description (and fields 26-29) will be displayed when you input the item number into field 23. Input "/MFG" from this field to input a manufacturer code and part #, if desired. To search for the manufacturer code go to the item number (field 23) and input "/EC". The system will display the inventory input screen with the MFG codes and part numbers listed at the bottom of the screen. Input "/DESC" to change the field back to description.
25. (Quantity Ordered) Input the quantity ordered of this particular item. Note field 26 (Unit of Measure).
26. (Unit of Measure) Display Only.
27. (Price) The price will be displayed for this particular item. You can change this price, if necessary.
28. (In-house Destination) "R" for Receiving will be displayed. If this item should be directed to a certain area, input the appropriate code. Input "??" to access a list of all in-house destination codes. If the code does not exist, input "/EC" to create a new code. This field also allows you to store the promise time for the PO. Input "/TIME" to change the field to Promise Time. Then, input the time that the goods will be delivered by, i.e., 17:00 or 5:OOPM or 5PM for 5 o'clock in the afternoon. Input "/TIME" again, and the field will switch back to in-house destination.
29. (Promise Date) A promise date (5 days after the purchase order date) will be displayed. You can change this date, if necessary.
* Input /F to file the purchase order.
To Correct a Purchase Order:
  • At field one (1) input the PO# you want to correct. The screen will display the location and PO type.
  • Go to the field you want to change (/n) n = field #. Input new information. Input /F to file.
To Change the Location Number:
  • At field one (1) input the PO# you want to change the location for. The screen will display the location and PO type.
  • Input /B to back out the purchase order.
  • Change the location by entering /L followed by the correct location number, i.e., /LO3 to change the PO to location 3.
  • Input the PO date.
  • Input /F to file and Y for Yes.
To Call a PO Complete:

(The system won't allow you to cancel a purchase order. You must call the PO complete.)

  • At field one (1) input the PO# you want to call complete.
  • Input /CC (Call Complete command). Input a "C" to call PO complete. 'The system will change the purchase quantity to zero (or to the quantity received).
  • Input /F to file.
Helpful Commands:
  • Input "?" to access the Screen Help Directory.
  • Input "/PT" to change the purchase order type without leaving the screen.
  • Input "/EC" from code fields to create and edit codes.
  • Input "/MFG" to change the Description field to Manufacmmr's Code and #. Input "/DESC" to switch the field back. This screen will then store both types of information within one field.
  • Input "/TIME" to change the In-house Destination field to Promise Time. See field 28.